Administrative Officer- Records Specialist

Date Opened: Friday, April 10, 2026 12:00 AM

Close Date: Monday, April 20, 2026 12:00 AM

Department: Charlotte-Mecklenburg Police Department

Salary: $28.99 - $36.23 Commensurate with Experience

Welcome to the City of Charlotte

Charlotte is America’s Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents.

Our guiding principles include:

• Attracting and retaining a skilled and diverse workforce

• Valuing teamwork, openness, accountability, productivity, and employee development

• Providing all customers with courteous, responsive, accessible, and seamless quality services

• Taking initiative to identify, analyze, and solve problems

• Collaborating with stakeholders to make informed decisions

SUMMARY

Serve as the bridge between the public and police department records, ensuring accessibility and transparency. Respond to inquiries, process requests, locate/copy records, and navigate legal requirements. Be a customer service leader, communicating clearly and resolving concerns professionally. Maintain accurate databases and adapt to changing regulations. This role is critical for fostering trust and public understanding of the department's operations. This position is under the supervision of the Police Attorney’s Office.

Major Duties and Responsibilities:

• Respond to public inquiries in person, via phone, email, or mail, providing information on available public records and access procedures.
• Process requests for public records, adhering to state and federal open records laws, department policies, and access limitations.
• Locate, retrieve, and copy requested records efficiently, ensuring the integrity and confidentiality of data.
• Redact sensitive information from records according to established protocols.
• Calculate and collect applicable fees for records access, following department financial procedures.
• Maintain accurate records of all requests, responses, and fees collected.

• Update and maintain department databases containing public records, ensuring accuracy and completeness.
• Utilize record management software effectively for searching, retrieval, and redaction tasks.
• Stay informed of changes in relevant laws and regulations impacting public records access.

• Communicate clearly and professionally with the public, providing courteous and timely responses to inquiries.
• Resolve customer concerns and handle challenging situations calmly and professionally.

• Stay informed of department policies and procedures, adapting to changes as needed.
• Perform other duties as assigned by supervisor.

Minimum Qualifications:

• High School Graduate or equivalent with three (3) years of related experience

Preferred Qualifications:

• Associate’s Degree with one (1) year of related experience

Knowledge, Skills, and Abilities:

• Possess exceptional oral and written communication skills and be able to convey an impression that reflects favorably upon CMPD.
• Possess excellent time management skills and the ability to work to achieve maximum time effectiveness and makes positive use of discretionary time.
• Be dependable and can be relied upon to meet schedules and deadlines to achieve positive results with available resources.
• Possess excellent decision-making abilities.
• Possess a strong working knowledge of CMPD policy and ability to learn and apply various
• Collect manage and analyze information, principles and practices
• Knowledge of general clerical/office practices and procedures including basic office workflow procedures
• Knowledge of data processing methods, information storage and retrieval techniques
• Knowledge of common practices and procedures of processing and disseminating information and supporting documentation
• Knowledge of basic record keeping practices
• Knowledge of police department supply and acquisition procedures
• Knowledge of proper inventory procedures
• Skill in basic PC based software applications such as Microsoft Word/Excel
• Knowledge of internet use, email and credit card transactions for ordering

ADA and Other Requirements:

Positions in this class typically require grasping, talking, hearing, seeing, and repetitive motions.

Physical Requirements:

• Essential and marginal functions may require maintaining physical conditions necessary for sitting, standing, climbing, or walking for extended periods of time
• Light to moderate lifting and carrying; some crouching, stooping, squatting, crawling, reaching, pushing, and pulling when performing tasks
• Ability to see, hear, and communicate information effectively

Sensory Requirements:

• Concentrated and attentive use of one or more senses (visual, audio, and other sensory modalities) for proofreading, data entry, and tabulating data.
• Ability to operate in an environment with frequent interruptions from people and or noises, which in turn could result in some level of stress, fatigue, or strain.
• Comprehend written information in work-related documents.
• Ability to hear, understand, and distinguish speech.

CONDITIONS OF EMPLOYMENT

The City’s Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check.

Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate’s written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.

Final candidates must pass a pre-employment drug-screening test and physical examination. During the selection process, candidates may be asked to take a skills test, and/or participate in other assessments.

The City of Charlotte is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, religion, color, sex, national origin, marital status, age, disability, sexual orientation, political affiliation or on the basis of actual or perceived gender as expressed through dress, appearance, or behavior.

Our culture is to serve the community honorably.

HOW TO APPLY

Apply online.

Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.

You are welcome to visit the City of Charlotte Human Resources Department lobby, where self-service application kiosks are available. They are located in our office at 700 East 4th Street, Suite 200, Charlotte, NC 28202. We are open Monday through Friday, from 9:30 a.m. to 3:30 p.m. (EST), excluding official City holidays.

For questions about your application or the hiring process, please email [email protected]

The City of Charlotte is committed to making our services and programs accessible to all. Upon request, auxiliary aids, written materials in alternate formats, language access, and other reasonable accommodations or modifications will be provided. To make a request, please fill out the Innovation & Technology ADA request form or call 704.336.4120.

BENEFITS

The City of Charlotte provides a comprehensive benefits package to eligible employees.

The City of Charlotte is a drug and alcohol-free workplace.